Senior Administrative Assistant Community Services

Salary : $67,059.20 - $85,592.00 Annually
Location : City of Westminster, CA
Job Type: Full Time
Job Number: 2025-19
Department: Community Services
Opening Date: 05/14/2025
Closing Date: 6/13/:59 PM Pacific
Max Number of Applicants: 150

Description
Senior Administrative Assistant

Are you an organized, proactive professional who enjoys keeping operations running smoothly behind the scenes? We're looking for a skilled Senior AdministrativeAssistant to support our Department Director and leadership team. In this key role, you'll manage a variety of administrative, clerical, and coordination tasks to help ensure the department functions efficiently and effectively.

This position offers the opportunity to be a trusted partner in day-to-day operations, contribute to important projects and programs, and interact with a wide range of staff, departments, and community members.

What You'll Do:
•  Provide high-level administrative support to the Department Director and management team.
•  Organize schedules, coordinate meetings, and handle confidential communications and documents.
•  Serve as a central point of contact for internal teams, other City departments, and outside agencies.
•  Assist with departmental programs and projects, including planning and tracking progress.
•  Interact with the public, providing information or directing questions to the appropriate staff.
•  Conduct research, compile data, and support budget-related processes and documentation.
•  Maintain a smooth-running office by managing workflows, procedures, and support tasks. Who You Are:
•  Experienced in administrative support, ideally at a senior or executive level.
•  Discreet and professional when handling sensitive or confidential information.
•  Organized and detail-oriented, with strong time management skills.
•  Comfortable working independently and taking initiative to solve problems.
•  A clear communicator who enjoys working with people and coordinating across teams.
•  Familiar with administrative practices, office systems, and basic budgeting tasks. Why Join Us?
•  You'll play a vital role in supporting meaningful services and community-focused work.
•  You'll work closely with leadership and staff in a collaborative, supportive environment.
•  You'll take on varied tasks that keep each day interesting and impactful. If you're ready to bring your administrative skills to a role where they truly make a difference, we encourage you to apply.

Examples of Duties
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
•  Relieves department director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.
•  Collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.
•  Coordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices.
•  Maintains personal calendar, schedules appointments and meetings, and arranges for travel or attendance at conferences, workshops, and professional associations.
•  Answers, screens, and refers visitors and telephone calls; calendars appointments; responds to complaints from contractors, consultants, vendors, and the general public; determines appropriate actions and resolves issues through further investigation of problems and related departmental and City practices.
•  Compiles budgetary worksheets and tracks operating and special projects accounts for review by department director and other parties; coordinates purchase of office supplies, equipment, subscriptions, and other materials.
•  Composes, types, and edits a broad range of documents, including correspondence, staff reports, agenda reports, activity reports, audit documents, grant reports, and legislative and statutory correspondence.
•  Creates or disseminates fliers, public announcements, website collateral, RFP records, notifications, legal statements, and promotional information related to department and City events.
•  Reviews, sorts, and directs departmental mail to appropriate parties; initiates replies on behalf of department head given standing directions.
•  Organizes, trains, supervises, and evaluates the work of administrative support personnel, as assigned; explains departmental procedures and City policies and practices.
•  Prepares and processes reports, forms, and records, such as City Council agenda items, claims filed against the City, payroll, requests for payments, requests for proposals, bid packages, contracts and agreements, reimbursement requests, and organizational charts.
•  Administers contracts and requisitions for professional services, products, and a variety of other materials; oversees payments of invoices and claims.
•  Assists in a variety of department and program operations; coordinates, oversees, monitors, and participates in special projects, assignments, staff and/or community events, and activities as assigned; maintains control files on matters in progress and expedites their completion.
•  Provides information to the public, including contractors and vendors, by phone or in person, to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
•  May serve as secretary to a board, commission, or special task force; provides a variety of support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following up on decisions as required.
•  May maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers.
•  Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate other department-specific equipment.
•  May review the city insurance requirements from contractors, consultants, vendors, and the general public.
•  May review and issue wideload permits.
•  Performs other duties as assigned. Typical Qualifications
Knowledge of:
•  Principles of providing functional direction and training.
•  Business administrative policies and procedures.
•  Departmental practices and procedures and applicable City policies.
•  Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
•  Programs, goals, and purpose of the assigned department/division.
•  Principles and practices of data collection and report preparation.
•  Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program.
•  Record-keeping, report preparation, and filing systems and methods.
•  Financial record-keeping and budget preparation.
•  Business arithmetic, including percentages and decimals.
•  Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
•  Principles of business letter writing.
•  English usage, spelling, vocabulary, grammar, and punctuation.
•  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Ability to:
•  Plan, organize, and coordinate the work of administrative support staff.
•  Train others in work procedures.
•  Perform difficult and complex administrative statistical and functional work involving the use of considerable independent judgment.
•  Assists with developing and implementing objectives, policies, procedures, and work standards.
•  Maintain confidentiality of information received.
•  Understand scope of authority in making independent decisions.
•  Gather and compile department/division-specific information from a variety of sources click apply for full job details